OSRAA PI Letter Outreach Session Office for Sponsored Research and Award Administration Zach Gill- Senior Grant and Contract Officer Amanda Watts- Team Lead Set Up Coordinator Vickie Watkins- Grant and Contract Officer Agenda OSRAA PI Letter Outreach Session

 PI Letter Process Improvement

 Goals- Efficiency Accuracy Speed

 Changes

 Award Intake Letter – Pending Index

 Contract Officer Process

 PI Letter

 Schedule

 Feedback PI Letter Goals

 Efficiency

 Reduce Double Reading of Award Documents

 Create Reference document to be used by all  Accuracy

 Increase Compliance

 Charges in the right place the first time  Speed

 Shorten set up time

 Shorten award management question turn around PI Letter- Major Changes

1) Award Intake Email Notification

 Transition timing from Award Acceptance to Award Intake 2) Contracting Officer Debrief Award Document

 C.O. has reviewed agreement and knows relevant information to pass downstream 3) PI Letter Generated

 Create reference document for all downstream users 1) Award Intake Email Notification 1) Award Intake Email Notification- Speed and Accuracy

 Timing  Transition from Award Acceptance to Award Intake  Relies on new transparent tracking to provide status updates  Content  Reduce Award Acceptance Delays

 Ask for proposal if needed  Reduce set up delays

 IRB

 Budgets- split and cost share  Pending

 Offers pending index 1) Award Intake Email Notification Pending Index- Speed, Accuracy

 How best to get the charges in the right place the first time and respond to time-dependent programmatic needs? Awards not at OSRAA No Change: Pending index form available

Awards at OSRAA  Major Federal Sponsors: No Form Needed, Email request only  Change: NSF, NIH, Dept of Ag, Dept of Ed, ONR, NASA  Combined 75% of Federal Awards/ 60% of Externally Funded Research  Email reply to award intake letter asking for pending- may need split budgets  Other federal and non-federal  Change: Pending Index form available even if award is at OSU

 FAST TRACK: NSF and NIH 2) Contract Officer Debrief- Efficiency

 OSRAA internal process

 Efficiently pass information downstream in a usable format

 Banner speak

 Human speak 3) PI Letter 3) PI Letter- Accuracy, Efficiency, Speed

 Record relevant terms from Award Document

 Promised Effort

 Reporting Dates

 Compliance Terms of Note  Translate those to action items  Create reference document in NOLIJ for post-award administration issues Schedule

 May and June- Beta Test  June- Solicit feedback from internal and external participants  End June- Refine tools  July – Campus wide roll out Suggestions

 Where is less more?

 Need to focus on speed with limited resources  A full description of the goals and process improvements can be found at research.oregonstate.edu/osraa/principal-investigator-letter.  If you have any feedback on the process please send to [email protected] with a subject line of “PI Letter”.